Conducting PTA Business
Local PTA Leaders have many questions about how to conduct essential business through the current school year and during transition to the 2020-2021 term. If you have further questions, contact memberservices@txpta.org.
Guidelines for Executive Board, Committee, Membership, and Events through October 15, 2020.
Texas PTA is temporarily authorizing the following guidelines in order to conduct PTA business. Please note that October 15, 2020, is an extension.
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Executive Board and Committee
Meetings through October 15, 2020
- Ensure that everyone on the Executive Board or Committee has access to the virtual meeting technology being used.
- All members of the Executive Board or Committee must be given at least 3 days' notice.
- If voting occurs during the virtual meeting, quorum must be verified before each vote to ensure everyone is still participating in the meeting.
- This should be reflected in the minutes for each vote. Check your bylaws to determine whether the item being voted on requires a majority or two-thirds vote for adoption.
- Minutes should be recorded as they would be in an in-person meeting and approved by a minutes review committee.
Emergency Email Voting without a Meeting through October 15, 2020
- Local bylaws cover emergency voting requirements in (Local) Article X. Executive Board, Section 9. Meetings. E. Emergency Voting - In an emergency situation, the executive board may vote by phone, email, or other electronic means if authorized by the president. Members [of the Executive Board] shall have at least twenty-four hours to cast their votes. A two-thirds vote of the entire executive board is required for adoption, and the vote shall be recorded in the minutes of the next regular meeting of the executive board.
- Minutes should be recorded as they would be in an in-person meeting, approved by committee and ratified at the next in-person or virtual meeting.
- Elections may only be conducted via virtual meeting of your membership. See virtual meeting guidelines.
Membership Meetings
Elections or Votes Requiring Discussion through October 15, 2020
- Elections may only be conducted via virtual meeting. See virtual meeting guidelines.
- The PTA community must be notified a minimum of 10 days prior to the meeting.
- Attendees must register to attend, in order to allow for membership verification. In the event that someone who is not a member intends to run from the floor, they can register as a guest, however, only members can vote on PTA business.
- Quorum must be established. Reference the PTA's Bylaws for requirements.
- Check your bylaws to determine whether the item being voted on requires a majority or two-thirds vote for adoption.
- Minutes should be recorded as they would be in an in-person meeting and approved by a minutes review committee.
Emergency Electronic Voting without a Meeting through October 15, 2020
- Elections or items that require discussion shall only be conducted by a virtual meeting (see above).
- In order to ensure as many members as possible have the opportunity to vote, voting must stay open for 24 hours.
- Quorum and a two-thirds vote of those responding required for adoption
- Voting shall only be open to paid members of your association.
- All voters must be verified as members.
- We recommend using an electronic form, like Google Forms, to collect member names, emails, and votes.
- Minutes should be recorded as they would be in an in-person meeting, approved by committee and ratified at the next in-person meeting.
Scheduled Membership Events through October 15, 2020
In addition to election season, we know PTAs are busy planning spring events and end-of-year celebrations. Now is the time to review contracts with vendors. You do not need a vote of the membership to cancel a fundraiser or event that you are no longer able or allowed by law to hold. If you have concerns or questions, please reach out to your Field Service Representative.
Texas PTA is closely monitoring developments released by the Centers for Disease Control and Prevention (CDC) on the Coronavirus. There is a lot of information circulating and we defer to recommendations made by public health officials. Since this is a community-wide concern, we ask that our volunteers practice a heightened sense of personal health. Simple steps can prevent the spread of germs like frequent handwashing, avoiding touching your face, and social distance.
Links
Virtual Meeting and Election Guidelines through October 15, 2020
Texas PTA Programming
LAUNCH and Annual Meeting
Weighing the importance of leadership training against the current public health crisis, the Texas PTA Board of Directors has unanimously voted to move LAUNCH 2020 from July to October 16-18. We will be holding our most celebrated event of the year, just a couple months later than usual. Plan on joining us in October at the Hilton Anatole in Dallas. More information will be shared in the coming months including how to register.
> Read an important message from Texas PTA President Sheri Doss here.
In accordance with Texas PTA bylaws, the Annual Meeting will still be held in July through a virtual platform. Read more here.
Reflections Awards Ceremony
The Reflections Awards Ceremony for 2019-2020 state awardees has been rescheduled for August 8, 2020, at Texas A&M University-San Antonio. Visit the ceremony webpage for more information.
Youth Empowered for Success (YES!)
Texas PTA has decided to cancel Youth Empowered for Success (YES!) for 2020. We thank the many students who applied to be a part of this immersive experience. While we are saddened by the need to make this decision, Texas PTA is committed to bring back YES! next summer. We look forwarding to seeing returning and new applicants in the spring.
Camp Just Imagine
Texas PTA has decided to cancel Camp Just Imagine for 2020 to help our partnering school districts as they navigate statewide school closures and many unknowns. Camp Just Imagine will return next summer for Frozen KIDS and 101 Dalmatians KIDS. The show must go on! We'll see you then.